LIONS FAMILY AND WOMEN SYMPOSIUM PROGRAM - Planning Guide - Lions Clubs ...
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LIONS FAMILY AND WOMEN SYMPOSIUM PROGRAM Planning Guide
Planning Your Event ....................................................4
Select a Theme......................................................4
Secure a Partner....................................................5
Set a Date..............................................................5
Find a Location......................................................5
Apply for Funding ..................................................6
Plan the Presentation ............................................6
Invite Speakers ......................................................7
Include Additional Elements ..................................7
Invite Participants ..................................................8
Publicize the Event ................................................8
Finalize Details ......................................................9
Turn Ideas Into Action…and New Members ........9
Symposium Planning Checklist ................................13
Sample Presentation Schedules ..............................15
Sample Calendar Listing ..........................................16
Sample News Release ..............................................17
Symposium Post Event Action Plan ........................19
Symposium Funding Application..............................21
Symposium Reporting/Reimbursement Form ..........23
Symposium Rules of Audit ......................................24
Symposium Expense Form ......................................26
Lions Family and Women Symposium Program 1
Lions Family and Women Symposium
Planning Guide
Since Lions Clubs International has put a concerted emphasis on family and women
participation in Lions clubs, more and more families are sharing the Lions club experience
together and women are growing membership and new leaders.
As the emphasis on family-friendly Lions clubs and growing women in Lions continues, it
is important for clubs to identify relevant service opportunities that will spark the interest
of families and women. An excellent avenue for pinpointing these needs is to hold a Family
and Women Symposium.
A symposium is a gathering at which there is a free interchange of ideas, or a formal
meeting at which several experts deliver short addresses on a topic or related topics for an
identified purpose. The purpose of a Lions Family and Women Symposium is four-fold:
1) Identify new community projects that are of interest to women and families.
2) Identify potential members.
3) Promote Lions clubs within the community.
4) Charter a new club/club branch to develop the new community project that
has been identified.
Holding a Lions Family and Women Symposium in your area requires careful preparation,
but the time invested in a well planned and executed event will reap many benefits for
Lions clubs and the community.
Lions Family and Women Symposium Program 3
Planning Your Event Brainstorm theme ideas with interested Lions.
Focus on ideas that will help meet the symposium
goals. Once you have a list of theme ideas, narrow
it down by discussing the merits of each one. By the
Select a Theme end of this step, you should have a short list of
The first step in planning a successful Lions Family viable themes. (An alternative method to narrow
and Women Symposium is to choose a theme for down the list is to assign a number from 1-5 for
the event. The theme will set the tone for the each idea – “5” being a great theme idea and “1”
symposium, give a direction for all your planning being an idea that isn’t viable. The ideas that
efforts and impact the eventual outcome. To appeal receive top scores by a majority of the group make
to families and women, consider topics that are it on the short list of theme choices.)
typically close to their hearts: children, education,
women’s and children’s health issues, the From this list, choose the theme that will best help
environment, etc. meet your symposium goals. You should then
create a snappy title from your theme that
Consider the following questions when determining succinctly states the idea and can be used for
your theme: promotional materials. (For example, “Building a
Better Bedford” sponsored by the Bedford
• Will you keep the topic broad, such as Breakfast Lions Club and the Bedford Chamber of
“Meeting Community Needs”? Commerce.)
• Do you want to focus on a particular
group, such as “Meeting Our Children’s
Needs”? TIP: Productive brainstorming sessions follow
• Would you prefer to focus on an area, such some basic guidelines to ensure their
as “Meeting Pressing Health Care Needs”? success:
• Have a large pad of paper and a
TIP: A broader subject will keep the possibilities marker, a dry erase board or
open for a variety of service projects. chalkboard to write down ideas so
However, it may be harder to keep the that they are visible to all participants.
symposium focused and pinpoint service • Set a time limit for the session –
opportunities with a broader topic area. On 30 minutes generally works well.
the other hand, focusing too narrowly may • Write down EVERY idea that is
overlook pressing needs and opportunities mentioned – don’t think anything
for service projects. Keep these thoughts in through or censor any ideas at this
mind when planning your topic(s). point.
• Do not allow anyone to criticize an
idea – that could stifle participation,
and even the most outlandish idea
may lead to the one idea that
eventually is perfect.
• Have some fun, mindless activities
available to keep participants’ hands
busy. Items like markers and paper for
doodling or children’s plastic building
blocks can help busy the hands and
open the right side of the brain for
creative thinking.
4
Secure a Partner Find a Location
After determining a theme, the next step is to There are several factors to keep in mind when
identify one or more community partners for the selecting a facility for your symposium:
event. Joining forces with other groups in your area
lends credibility to the event, fresh perspectives and • Convenient location
information to help identify crucial needs, as well • Ample parking
as provide an additional source of resources and • Large enough seating area to comfortably
funding. accommodate participants
• Handicap access
Ideas for partner groups include: • Availability food/beverage service or
kitchen
• Chamber of Commerce • Ability to support audio-visual presentations
• Red Cross • Reasonable rental fee
• Junior Women’s Clubs
• Big Brothers/Big Sisters Some ideas to consider include:
• United Way
• Girl Scouts • Lions hall
• Association of University Women • Community or park district halls
• Association of Trial Lawyers • Library conference facilities
• Parent Teacher Organization • Hotel conference facilities
• Nurses and Physician’s associations • School auditoriums or gymnasiums
• Junior League • Hospital conference areas
• Community based non-profit organizations • Church halls
• Public service building
TIP: Consider holding another brainstorming Many locations will offer reduced fee services for
session to create a list of potential non-profit organizations. Your partner organization
sponsors/participants. Visit your community’s may also have access to an appropriate facility.
Web site, look in phone directories and in the When determining the cost-effectiveness of
community groups section of your local locations, keep in mind that while a facility that is
newspaper to help spark ideas. equipped with needed audio-visual components and
has easy access to food and beverage services might
initially be more expensive, in the end you might
Once a partner has been identified, form a save both time and money by paying for the
symposium planning committee composed of convenience of having everything available on site.
individuals from both groups. Create a cost comparison of available facilities to
see what is most feasible as well as time- and cost-
effective for your event.
Set a Date
In order to plan and execute an effective, well-
publicized event, it is suggested that you allow at
least three to four months to make appropriate
arrangements. When discussing dates, take into
consideration other scheduled community events
and holidays. At this stage, it is a good idea to
determine a target date and an alternate, to give
more options for site selection.
Lions Family and Women Symposium Program 5
Apply for Funding Plan the Presentation
After the major logistics have been determined, A symposium can take several forms. It can be an
you may apply for funding from Lions Clubs informal, free exchange of ideas, a more formal,
International. There is a maximum of US$2,000 presentation-based event or a combination of the
available for each symposium, however most are two. The format chosen will depend upon the time
approved for between US$500 and US$1,000. The available for the event, the size of the event, the
program allows for financial assistance of up to theme, as well as the planning committees
US$4,000 per constitutional area, per fiscal year. The members’ preference.
funds are available on a first-come, first-served basis.
Each alternative will require experienced people
To apply for funding, you must complete the to help lead the presentation. Examples include:
application form (page 21), supply a detailed budget
(page 22), a preliminary agenda, information about • Informal idea exchange: moderator, small
your partner organization(s) and signature of the group leaders
district governor. The application for funds will be • Formal presentation: moderator, speakers
reviewed and a response given within 30 business • Combination of formal presentation/idea
days after it is received by the Membership and exchange: moderator, speakers and small
New Club Programs Department at Lions Clubs group leaders
International. The Lions Family and Women
Symposium Application, budget and agenda may be Giving symposium participants the opportunity to
faxed, mailed or e-mailed as indicated on the form. actively contribute during the event can help them
feel more connected to the topic and more inclined
Approved funds will be reimbursed after the event, to join in the community project planned as a result
contingent upon the Membership and New Club of the symposium. Even if your event is more
Programs receiving the appropriate documentation formal, be sure to build in some interactive time
as required by the Rules of Audit (page 24), and a through question and answer periods, networking
report regarding the event (page 23). Use the opportunities during breaks or a large-group
Reporting/Reimbursement Form and Standard discussion session.
Expense Form included in this guide to apply for
reimbursement (pages 23 and 26).
TIP: In the back of this publication are two
sample schedules (page 15) to help in
planning your symposium presentation.
Please Note: You must apply for funds before your They can be customized to fit your event
event. Only pre-approved symposiums will be format, time allotted and other
reimbursed upon submission of appropriate considerations.
documentation. No unapproved claims or expenses
will be considered after the event has taken place.
6
Invite Speakers Once you’ve secured the speakers, confirm their
participation in writing. Be sure to include all the
Upon determining a format for the symposium, details of the event, as well as some background
invite the appropriate speakers to participate. You information on Lions Clubs International, your
will want to have a representative from Lions and club and your partner organization(s).
your partner organization (if applicable) to
welcome the group, as well as a moderator.
Consider asking your district or multiple district’s
family and women’s membership development Include Additional Elements
chairperson to serve as the moderator/facilitator for Several supplementary elements can be added to the
this event. If your symposium will include an event to introduce Lions clubs to the participants,
opportunity for participants to brainstorm and as well as give participants the opportunity to
share ideas, you will want a number of small group showcase their objectives, goods or services.
leaders to help facilitate the discussion. Consider the following ideas:
For a more formal, speech-orientated event, • Hold a Community Showcase: Have tables
identify local experts to give participants an set up around the perimeter of the room or
overview of the symposium topic(s). Appropriate in the corridor. These tables can be rented
speakers include the leaders of your participating to groups for a nominal fee (perhaps
organizations, local officials, college or university US$25 a table) and used to promote their
faculty, etc. Look for people who are organizations. Participants can visit the
knowledgeable in the topic area, are experienced tables before or after the symposium and
speakers and are interested in helping strengthen during breaks.
your community.
TIP: Be sure to include a table for Lions clubs!
TIP: Prominent speakers not only add Have literature available regarding your
credibility to your event, they also provide club’s projects, general informational
a good “hook” for publicizing the brochures and invitations/applications for
symposium to the media. membership. Excellent brochure choices
include:
• I am a Lion (ME-37) – emphasizes
women’s membership in Lions clubs
• Family Membership Brochure (MPFM-
8) – focuses on family involvement
• Lions Make a Difference (ME-40) –
all-purpose informational publication
• Charter Member Application (TK-188)
– if applicable
• Membership Application (ME-6B)
• Create a Program for the Event:
Participants can include information
regarding their organizations for a nominal
fee in the back of the program.
Lions Family and Women Symposium Program 7
• Include a Lions Presentation During the
Event: This can be brief, and included
during the welcoming remarks. Include
information about why Lions are
sponsoring the symposium and what
projects local Lions clubs actively pursue.
• Indentify a Community Project: At the end
of the symposium, a new community project
should be identified. Use the project as a
means to start a new club or club branch.
TIP: A complimentary showcase table or
advertising in the event program may be
used as a bartering tool for getting free or
reduced-fee services for the event. Printers,
caterers, media outlets, etc. can be
approached for this opportunity.
Invite Participants TIP: Keep in mind that less than one-third of
the participants should be Lions to focus
While you may identify one co-sponsor for the
on perspective members and alleviate costs.
event, be sure to invite members from other groups
to participate. You want to have a wide cross-
section of groups represented to add to the free
exchange of ideas during the symposium. Refer to Publicize the Event
your list of potential partner organizations to begin In addition to personal invitations to key
an invitation list. community groups, you should publicize the event
to the general public. Work with the district public
Send written invitations to the groups you’d like relations chairperson to develop a communications
to participate in the symposium. Follow up the plan for the event.
written invitation with a phone call to the
organization’s leader to personally invite members Some ideas for publicizing your symposium
to join the symposium and explain its objectives. include:
Invitations should include the symposium’s title, • Create a flyer that can be posted in area
sponsoring organizations, time, date, place, a brief businesses. Be sure to prominently display
description of the event and a contact name, the sponsoring Lion’s district and/or
number and e-mail address for more information club(s) name and the Lion’s logo.
or responses (if you would like to gauge how many • Send a calendar listing to the community
people may attend). calendar editor of newspaper, radio and
television stations. A sample calendar
listing is included in this guide (page 16).
TIP: Encourage invitees to bring a friend! • Post information regarding the symposium
on the sponsoring Lions club(s) and district
Web site. Ask your partner to include the
Invitations should be sent out approximately one information on their Web site or include a
month before the event. link to your site.
8• Research the cost of a print ad in a local Keep it simple when determining food and beverage
newspaper. Newspapers often reduce needs for the event. If you have an all-day event,
advertising fees for non-profit groups. lunch can be “on your own” for participants. Have
(Do this prior to submitting the funding fresh water available throughout the day. If the
application.) group size isn’t prohibitive, you might consider
• Research the cost of purchasing advertising offering cookies or another snack for breaks and
spots on local radio stations. As with having coffee and tea service.
newspapers, they may offer a deal to non-
profit groups. (Do this prior to submitting
the funding application.) TIP: Ask a local business to sponsor the food
• Invite the media to cover the event by and beverage service at the event in
sending a news release to local newspapers, exchange for including their name in
radio and television stations. A sample promotional materials and on-site at the
release is included in this guide (page 17). event. Many businesses would be honored
• Contact local businesses with marquees or to be involved in an important community
electronic bulletin boards and request that event such as the symposium.
they post information regarding the
symposium.
• Participate in other community events
prior to the symposium and use the
Turn Ideas Into
opportunity to distribute information
about the event.
Action…and New Members
• Be sure to publicize the event internally. On the day of the symposium, take advantage of
Communicate to other Lions throughout the enthusiasm and interest of participants by
your district via newsletters, Web sites, etc. strongly encouraging involvement in Lions clubs
and the new community effort that will be planned
and launched as a result of the event. Participants
have already shown that they have a vested interest
Finalize Details in the topic – don’t miss the opportunity to harness
The most important item to remember when their interest and involve them further. Have a
planning a successful event is to confirm all quantity of the appropriate membership materials
arrangements in writing. Be sure to double check available on-site so that they may be invited on
dates, times, etc. on all written correspondence. the spot.
Included in this guide is a handy checklist/timeline Some ideas for inviting new members during the
to assist with planning your event (pages 14 -15) event include:
and following up with those that you’ve delegated
responsibilities. • Charter a new club or create a branch of
an existing club that is charged with
specifically addressing the projects
TIP: Prepare an “emergency kit” filled with suggested by the symposium.
cellophane, masking tape, scissors, • Ask Lions present to invite attendees to
markers, pens, a stapler, an extension cord, become a Lions club member. The
etc. to take to the event location for set-up. symposium will give participants a good
Having these items on hand will save look at Lions in action – make the most of
precious time during set up. this opportunity!
• Promote club membership at the Lions
club booths at the community showcase.
Create a display that specifically lists the
benefits of club membership.
Lions Family and Women Symposium Program 9• Have the symposium moderator discuss Use the form included in this guide to help create
Lions club membership and the an action plan (page 19) to help realize your goals
opportunity to apply to become a member. and plan the new community initiative. Begin
• Form a committee to contact people who planning promptly to capitalize on the goodwill
gave a “maybe” or “not now” answer and enthusiasm generated at the symposium – and
when asked about membership the day of to demonstrate to community members that Lions
the event. clubs are proactive.
• Ask every new recruit from the symposium
to give you the name of at least three other In addition, send a follow-up news release citing
people they feel would be interested in the results of the symposium to local media
working on the new project by becoming (page 17), and send personal thank-you notes to
a Lions club member. Follow up with those all the speakers.
people!
TIP: A sign in/registration sheet is an excellent
Please Note: A membership growth component is way to obtain a complete list of all
an essential part of your symposium planning. It is participants and their contact information
required in order to qualify for funding from Lions for use after the symposium.
Clubs International.
10For More Information:
For more information, questions or to order resources, contact:
Membership and New Club Programs Department
Lions Clubs International
Phone: (630) 203-3846
E-mail: memberprog@lionsclubs.org
Lions Family and Women Symposium Program 11Lions Family and Women Symposium
Planning Checklist
Use this checklist as a guideline for planning and conducting your event. You may add or delete items as
appropriate for your event.
At Least Three Months Prior
❏ Determine a theme
❏ Identify a partner organization
❏ Set up an organization committee
❏ Set a date
❏ Secure a location/confirm in writing
❏ Determine symposium format
❏ Invite speakers/confirm in writing
❏ Apply for symposium grant (submit Symposium Funding Application, page 21)
❏ Apply for funding from local sources
❏ Create a communications plan with the public relations chairperson
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
Two Months Prior
❏ Create invitations/have printed
❏ Create publicity materials (flyers, posters, ads, etc.) have printed
❏ Create mailing list for invitations
❏ Create a media list for publicity materials
❏ Research/purchase advertising space (if applicable)
❏ Research/secure food and beverage service, if facility doesn’t provide
❏ Research/secure audio-visual equipment, if facility doesn’t provide
❏ Contact organizations regarding community showcase and/or program advertising
❏ Secure display space on local business marquees
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
Six Weeks Prior
❏ Mail invitations
❏ Post flyers, posters, etc.
❏ Distribute calendar listing to local media (page 16)
❏ Begin creating program
❏ Order necessary membership brochures and invitations for membership from LCI
❏ Design Lions display for the community showcase (if applicable)
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
One Month Prior
❏ Personally follow up on invitations to key organizations/individuals
❏ Purchase necessary supplies – large easel pads for brainstorming, markers, pens, notepads, nametags, etc.
❏ Follow up with potential community showcase participants and program advertisers to confirm participation
❏ Order tables, chairs and table cloths for community showcase (from event facility, if available)
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
13
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________Three Weeks Prior
❏ Follow up with speakers to confirm arrangements, answer questions, etc.
❏ Create sign in/registration sheets
❏ Finalize program – all advertisements due
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
Two Weeks Prior
❏ Reconfirm all logistical arrangements
❏ Meet with moderator to review schedule for the event, discuss objectives, answer questions, etc.
❏ Create a schedule/responsibility outline for event day
❏ Send program to printer
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
One Week Prior
❏ Hold a strategy meeting with your committee and other event volunteers to review responsibilities
and schedule for the event
❏ Make follow up calls to media regarding event attendance – confirm time, location, notable speakers, etc.
❏ Gather all materials you need to take to event
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
Day of Event
❏ Arrive early for set-up
❏ Hold a great event!
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
After the Event
❏ Create action plan for new projects
❏ Write/send thank-you notes to speakers
❏ Follow up with participants interested in Lions club membership
❏ Send follow up news release (page 17), announcing results to media
❏ Submit Reporting/Reimbursement Form and Expense Claim to LCI (pages 23 and 27)
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
❏ _________________________________________________________________________________________
14Sample Presentation Schedules
The following schedules can be used as guideline when planning your symposium. The event can be
planned as a half or full day event, depending on the number of speakers, number of issues to be
addressed and any additional components you might have.
Sample Half-Day Event with Two Speakers
1. Welcome – Leaders from sponsoring organizations (5 minutes each)
2. Opening Remarks/Introductions – Moderator (15 minutes)
3. First Speaker (30 minutes)
4. Question and Answer Session (15 minutes)
5. Second Speaker (30 minutes)
6. Question and Answer Session (15 minutes)
7. Break (15 minutes)
8. Issues of the Day – Moderator (15 minutes)
9. Small Group Discussion – (30-45 minutes)
10. Large Group Discussion/Results – (30 minutes)
11. Wrap Up/Closing (15 minutes)
Sample Full-Day Event with Four Speakers
1. Welcome – Leaders from sponsoring organizations (5 minutes each)
2. Opening Remarks/Introductions – Moderator (15 minutes)
3. First Speaker (30 minutes)
4. Question and Answer Session (15 minutes)
5. Second Speaker (30 minutes)
6. Question and Answer Session (15 minutes)
7. Break (15 minutes)
8. Issues of the First Session – Moderator (15 minutes)
9. Small Group Discussion – Small Group Leaders (30-45 minutes)
10. Large Group Discussion/Results – Moderator (30 minutes)
11. First Session Wrap Up (15 minutes)
12. Lunch Break (45 minutes)
13. Third Speaker (30 minutes)
14. Question and Answer Session (15 minutes)
15. Fourth Speaker (30 minutes)
16. Question and Answer Session (15 minutes)
17. Break (15 minutes)
18. Small Group Discussion – Small Group Leaders (30-45 minutes)
19. Large Group Discussion/Results – Moderator (30 minutes)
20. Wrap Up/Next Steps – Moderator (15 minutes)
21. Closing/Thank You – Moderator (5 minutes)
Lions Family and Women Symposium Program 15Sample Calendar Listing
Use the following as a guide for creating a calendar listing by filling in the blanks and customizing
it for your event. Print the calendar listing on your club’s letterhead. Be sure to proofread the release
carefully prior to distribution.
For Immediate Release For More Information:
(Name of Contact Person)
(Phone Number)
LIONS SYMPOSIUM TO ADDRESS COMMUNITY NEEDS
(NAME OF YOUR COMMUNITY) —“(Title of symposium),” a symposium addressing (insert
objective of symposium) will be held on (date, time, location). The event is being sponsored by the
(name of your Lions club and partner organization).
The symposium is free and open to the public. Events include (briefly list events – such as notable
speakers, brainstorming session, community showcase, etc.)
“(Title of symposium)” is part of the Lions Family and Women Symposium Program – a program for
Lions clubs worldwide to gather community members to discuss issues of relevance to families and
women.
(Name) Lions Club is a humanitarian service club that has been active in the community for (number)
years. Its programs include (list 2-4 significant club programs).
###
16Sample News Release
Use the following news release as a guide for creating your own. Be sure to print it on your club’s
letterhead and proofread it before distribution.
For Immediate Release For More Information:
(Name of Contact Person)
(Phone Number)
LIONS SYMPOSIUM TO ADDRESS COMMUNITY NEEDS
(NAME OF YOUR COMMUNITY) —“(Title of symposium),” a symposium addressing (objective of
symposium) will be held on (date, time and location). The event is being sponsored by (name of
your Lions club and partner organization).
The symposium is free and open to the public. Speakers include (list names of prominent speakers).
During the symposium, attendees are invited to participate in discussions regarding (objective of
brainstorming sessions). The event will also include (other parts of symposium, such as a
community showcase).
“(Quote about why the Lions club is sponsoring the symposium from a Lions club leader),” said
(name, position and organization). “(Quote regarding importance of event from leader in partner
Sample 4th Paragraph
organization or community official),” said (name, position and organization).
“Helping Our Children” is part of the Lions Family and Women Symposium Program, a program for
Lions clubs worldwide to gather community members to discuss issues of relevance to families. As a
result of the symposium, the (name) Lions Club hopes to implement a program to meet one of the
pressing community needs discussed by event participants.
The (name) Lions Club is a humanitarian service club that has been active in the community for
(number) years. Its programs include (list 2-4 significant club programs).
###
Lions Family and Women Symposium Program 17Lions Family and Women Symposium
Post Event Action Plan
(Please Print)
Club/District: __________________________________________________________________________
Symposium Title/Date:__________________________________________________________________
Key Learnings from Symposium:
Program Ideas:
Action Plan:
Goal ________________________________________________________________________________
Priority: __________________ Timeframe: __________________________________________________
Step Who is Responsible Date Completed
Lions Family and Women Symposium Program 19Action Plan: Goal ________________________________________________________________________________ Priority: __________________ Timeframe: __________________________________________________ Step Who is Responsible Date Completed Action Plan: Goal __________________________________________________________________________________ Priority: __________________ Timeframe: __________________________________________________ Step Who is Responsible Date Completed Action Plan: Goal ________________________________________________________________________________ Priority: __________________ Timeframe: __________________________________________________ Step Who is Responsible Date Completed 20
Lions Family and Women Symposium
Funding Application
(Please Print)
Organizing Lion: ____________________________ Title: ____________________________________________
Club Name: ________________________________ District: __________________________________________
Address: ____________________________________________________________________________________
City: ______________________________________ State/Province: ________________________________
Postal Code: ______________________________ Country: ________________________________________
Phone Number: ____________________________ E-Mail: ______________________________________
Symposium Date: __________________________ Amount of Funds Requested: ____________________
Location: ____________________________________________________________________________________
Symposium Theme: __________________________________________________________________________
Partner Organization (Required): ____________________________________________________________
Please describe the community need(s) your symposium will address.
Will the symposium be held in conjunction with another family oriented event? If yes describe?
Please describe proposed symposium events, including format, speakers, membership recruitment
component, additional activities, etc:
Explain in detail the goals of the symposium. How will the events of the symposium be directed to
accomplishing these goals?
Describe the new or expanded service abilities that will benefit the community as a result of the
symposium. How many community members will be served?
Please describe how non-Lions will be asked to join a new club, or a club branch?
Attach an agenda with activities and speakers listed. If needed please use additional paper.
Lions Family and Women Symposium Program 21Proposed Budget: Facility Rental: ____________________________________ Food/Beverage:____________________________________ Printing (invitations, posters, flyers, etc.):______________ Postage: ____________________________________ Advertising/Publicity: ______________________________ Speaker Expenses: ________________________________ Office Supplies: ____________________________________ Other (Please specify): Total: ____________________________________________ Anticipated number of participants: Non-Lions _________________, Lions _________________ District Governor Signature: ___________________________________ Date: __________________________ Please send the completed form to: Membership and New Club Programs Department Lions Clubs International 300 W. 22nd Street Oak Brook, IL 60523-8842 USA E-mail: memberprog@lionsclubs.org Fax: (630) 571-1691 22
Lions Family and Women Symposium
Reporting/Reimbursement Form
(Please Print)
Name: ____________________________________ Title: ____________________________________________
Club Name: ________________________________ District: __________________________________________
Address: ____________________________________________________________________________________
City: ______________________________________ State/Province: __________________________________
Postal Code: ______________________________ Country: ________________________________________
Daytime Phone Number: ______________________________________________________________________
E-Mail Address: ______________________________________________________________________________
Symposium Date: __________________________ Location: ________________________________________
Symposium Theme: __________________________________________________________________________
Partner Organization: __________________________________________________________________________
Number of Participants: ____________________________
Speaker Names: __________________________________
__________________________________________________
__________________________________________________
__________________________________________________
Issue(s) Addressed:
Significant Results:
Proposed Community Project:
Number of New Lions Clubs Members ___________ New Clubs or Branches Chartered: _____________
Signed: _______________________________________________ Date: ____________________
Please return this completed form, along with the Expense Claim Form to: Membership and New Club Programs
Department, Lions Clubs International, 300 W. 22nd Street, Oak Brook, IL 60523-8842, USA
Forms must be received within 30 days after event. Only symposiums that have been pre-approved will be
eligible for reimbursement.
Lions Family and Women Symposium Program 23Family Service and Volunteerism Symposium Program
Rules of Audit
(Updated June 2007)
PREFACE
The board approved the Family and Women Symposium Program. These funds are approved for
activities supportive of Lions membership development in growth and retention of family and women
members.
In cases where reimbursement is sought, all expenses should be submitted to Lions Clubs
International, care of the Membership Programs and New Clubs Marketing Department, on the Lions
Family and Women Symposium Expense Claim Form. Individuals incurring expenses on behalf of the
program must be approved ahead of time. Expense claims must be signed by the approved
individuals in the spaces provided on the claim form. LCI will reimburse only expense claims bearing
the proper signature of the district governor, council chairperson or multiple district secretary and pre-
approved individuals.
Allowed expenses consist of facility rental, presentation equipment, audio/visual equipment, food and
beverages at the symposium, advertising and publicity, office supplies, printing costs and
miscellaneous supplies.
The following speaker expenses are also allowed as follows:
Speaker fees: Cost for services rendered. Note copy of invoice and copy of payment is required.
Fees will not be reimbursed unless both forms of documentation are provided.
Speaker honorarium/gift: May be given if speaker is not being paid for their services. Not to
exceed US$100. (Must provide proof of payment.)
Speaker transportation: Lions Clubs International will cover ground transportation expenses to
the symposium.
Ground transportation includes car mileage (US$0.30 per mile or US$0.19 per kilometer) or
actual cost of train, bus, etc. Also covered is local taxi related travel.
Air Travel: Air Travel expense will only be considered for the key-note speaker for symposiums
with over 250 attendees and participants from several districts. Lions Clubs International must
pre-approve airfare requests and must be listed as a separate line item in the application and
budget. Airfare is not to exceed one round trip economy airfare (per speaker) by most direct route,
with no layovers. Note: The original used air ticket (not a copy) and a receipt of purchase (canceled
check, credit card receipt, etc.) are required. Airfare will not be reimbursed unless both forms of
documentation are provided.
Speakers Lodging: Reimbursement will be made for standard hotel room at single rate.
Speaker meals: Cost of meals (if any) upon arrival at the symposium and prior to departing the
symposium.
Speaker tips: Tips that are no more than US$1 per piece of luggage or 10% of a taxi fare.
Disallowed expenses consist of personal expenses, alcohol beverages, medical insurance, speaker
incidental expenses such as cocktails, telephone, laundry, movies, travel insurance, etc., expenses not
properly documented and expenses that exceed budgeted allowance.
Excess expenditures over the budgeted allowance will be borne by the individual and not by Lions
Clubs International.
Lions Family and Women Symposium Program 24Note: The budget is limited.
1. All expenses must be listed on this form on a daily basis and supported by original receipts.
2. Please list the monetary amount for each item in each national currency used. Reimbursement
will be made in local currency if supported by the association, or US dollars based on weekly
market rate at time of expense.
3. Upon completion of the symposium, mail your claim, support documentation and final report
within 30 days to the Membership and New Club Programs Department. If claims are received
120 days after the symposium or later, NO reimbursement will be considered.
4. Any questions concerning reimbursement should be addressed to the Membership and New Club
Programs Department.
Lions Clubs International provides no medical insurance coverage to its members whether on
Lions business or not. Therefore, when traveling on personal or Lions business, it would be
wise to make sure you have sufficient medical insurance coverage. Many individual group
medical insurance plans do not cover the insured outside their own country, and sometimes
even out of their own city, state or province. This is especially true of the US Medicare
insurance, which is effective in the US only, and is probably true in many government
sponsored and individual medical plans.
This is a personal matter, which varies from individual to individual, so please be sure to
examine your own situation and that of family members and friends carefully.
25Lions Family and Women Symposium Program Expense Claim Form
(Receipts must be attached along with cancelled tickets & proof of payment)*
Transportation* Automobile
(airline, parking, US$.50/mile
Date Assignment/Event Meals Lodging (HOTEL) taxi, tolls,etc.) US$.31/km Miscellaneous** Total
Mile/km Amount
Please send to:
'**Please explain MISCELLANEOUS items (phone, printing, supplies, tips)
LIONS CLUBS INTERNATIONAL
Name (Please Print): ________________________________________________________________________________________ MEMBERSHIP AND NEW CLUB PROGRAMS
DEPARTMENT
Address:____________________________________________________________________________________________________
300 W 22ND ST
__________________________________________________________________________________________________ OAK BROOK IL 60523-8842 USA
Fax: (630) 571-1691
I represent to the best of my knowledge and belief that all expenses listed were actually incurred and are in conformity with the association's rules of audit.
E-mail: memberprog@lionsclubs.org
I understand that by virtue of signing this expense claim, it becomes part of the association's official records and may be subject to review by parties normally
allowed to make such inspections.
Signature: ____________________________________ Date:______________________________________
District Governor Approval: ______________________________ Date:______________________________________Membership and New Club Programs Department Lions Clubs International 300 W 22ND ST Oak Brook IL 60523-8842 USA www.lionsclubs.org E-mail: memberprog@lionsclubs.org Phone: 630.203.3846 MP-101 11/11
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